Drafting a Proforma Invoice: What Must Be Included

Drafting a Proforma Invoice: What Must Be Included

A Proforma Invoice (PI) IS your contract. If it's not on the PI, it doesn't exist.

Many buyers settle for a PI that just says "1000x Widgets - $5000". This is dangerous.

The Checklist: What Your PI Needs

  1. Product Specs: Don't just say "Red Chair." Say "Red Chair, Model X, Pantone 186C, PP Material, 2.5kg weight."
  2. Incoterms: FOB Shenzhen? EXW Guangzhou? (See our Incoterms Guide).
  3. Payment Terms: 30% Deposit, 70% Balance upon Inspection.
  4. Bank Details: Full beneficiary name, SWIFT code, and bank address.
  5. Lead Time: "Production time: 30 days" is vague. Use "Shipment Date: June 15th, 2026."
  6. Packaging details: "Master Carton, 5-ply, under 15kg."

Pro Tip

Stamp and sign the PI. Scan it. Send it back. A loose email agreement is much harder to enforce in Chinese court.